Google Docs – A Tutorial

What is it? Google Docs is a free online program that allows users to create documents, spreadsheets and presentations online and share them with others for collaboration. This allows educators and students to share their work with others, collaborate on assignments, and save documents online for access at school or at home. Why use it? You can use Google Docs to: • • • • • • • Work on files anywhere, anytime Get quick feedback from multiple people – simultaneously and asynchronously Make the full writing process visible – including revisions Quickly analyze and organize data Easily share data sets Publish documents for invitation viewing and editing or full public viewing Upload and download documents in various file formats

For a terrific introduction to Google Docs, check out “Google Docs in Plain English” – a production of the Common Craft Show.

. Google Reader. If you do not have a Gmail account you may want to consider signing up for one so you can also use the Gmail and Calendar feature within Google. If not. etc. spreadsheet or presentation. (Tip: You can also type Docs into your web browser) 2. (This type of account does not provide the use of Gmail. 3. iGoogle. Google Notebook.) Note that while it's possible to view a document. such as: Gmail. If you already have one through Gmail then you can use the same login to access Google Docs. Optional: Click “Take a tour of Google Docs” to learn more about the features of this free Google Application. Sign into Google Docs: a.Creating a Google Docs Account In order to use Google Docs you will need to register for a Google account. Google Calendar. Visit http://docs. you use another Google service. Otherwise you can just sign up for a Google account with an email address of your choice and a password. and to continue accessing Google Docs. 1. If you already have a Google account (i. you'll need to create a Google Account to edit the sign into Google Docs using your existing Google b. click Get Started to create your Google account.e. spreadsheet or presentation without a Google Account (via an invitation).

New users can use any e-mail address to create a Google account. You will need to verify your email address you used to create the account by signing into it and clicking on the link that Google Docs sends you. i. though they will have to confirm the creation of their new Google account in order to access all the features. and click on I Accept. ii. Create My Account. read through the Terms of Service.c. . Fill in all of the required form fields to sign up for the account.

Part 1: Creating a New Document 1. 2. For the purposes of this tutorial we will be using the Document option. Click on New on the Menu bar and select which type of file you would like to create.Creating and Working with a New Document Now that you have created a Google account and are able to access Google Docs you can begin creating or adding documents to your account. . Google Docs will open a new window that will allow you to create a word processed document.

) 4.Part 2: Saving and Renaming a New Document 3. You can also chose File on the Menu bar and then Save. In order to save your document you just need to click on the Save button. In either case it will save the file using the text at the top of the document as the file name. . (You can also use the Save and Close button if you are finished working with the document.

. 6. If you would like to rename your file you can go to File on the Menu bar and choose Rename.5. Type in the new document name and click OK.

The third form field allows you to change the name before uploading. 3. 2. Your file should now appear in your main window. 4. . The path to your document will appear in the form field next to the Browse button. Then you will need to click on the Browse button and find the document that you would like to upload.Part 3: Uploading a Document 1. If the file is not on your computer but can be accessed via the web you can also type in the URL in the second form field. In order to upload an existing document you just need to click on the Upload button on the Menu bar. When you have completed these steps you will click on the Upload File button.

bold. Take some time to familiarize yourself with the different options that are available. Click on the Check Spelling link and it will highlight the words it considers spelled incorrectly. and tables. Most of the icons that are used should look familiar to you. you should find most of what you will need to create and edit your documents. Although your editing options are not as comprehensive as a paid for program such as MS Word. and many other editing options. links. Part 2: Insert Menu 2. Take some time to familiarize yourself with these different options. comments. paste.Working with your Documents Just like in Microsoft Word you can copy. italicize. This lesson will take you through some of the features that are available. underline. Google Docs does have a Spell Check feature. The Edit menu has many different options available. For example the scissors icon represents the Cut feature and the clipboard icon represents the Paste feature. It is located at the bottom right hand corner of your document. The Insert menu also provides you with some options of inserting many types of objects such as images. Part 3: Spell Check 3. Part 1: Edit Menu 1. .

. If you click on the word a menu will pop up with suggestions on the correct spelling of the word. Choose which is correct to make the change or type in a change on your own.4.

You can also click on the Add Description/Status link just below the New Folder name and add a quick description of what is stored in that folder. On your computer you probably have some sort of organization to storing your documents. Your screen will change to show you the new folder. 7. To create a new folder simply click on New on the Menu bar and choose Folder. In Google Docs you have the same option for organizing your files. This usually involves folders and sub folders. 6. Type in the new name. You can change the name by clicking on the words New Folder in the middle window.Part 4: Creating Folders to Organize Documents 5. . It will highlight the words and make them editable.

8. . In the left navigation menu you will now see your folders listed and how many items are in each of the folders. You can do this for all your documents until you have them organized to your liking. Go to the Add to Folder button on the Menu bar and choose which folder you would like to add it to. 10. This is what it will look like after you have added a new name and description. Then choose the document you would like to move to a folder by checking the box next to it. 9. To place a document into a folder you will need to click on All Items in the left navigation menu to see all of your documents.

can share the document by forwarding their invitation to others. Otherwise they can only view the document. Note: In order to collaborate on a document the person you share the document with must have a Google Account. and Publishing a Document A wonderful feature of Google Docs is the ability to share your work with others. You will be able to see the changes that each person has made to your document. . After selecting the Collaborator or Viewer option you will need to type in the email addresses of the people with whom you would like to share the document. Collaborators. select the checkbox next to Collaborators may invite others under Advanced permissions. You can also give access to a document where people can collaborate with you by making changes. once given this permission.Sharing. Collaborating. Part 1: Sharing and Collaborating on a Document 1. Collaborators are able to view as well as edit any documents that you share using this option. In this lesson you will learn how to share your document with others and publish the final version. Then click on the Invite Collaborators/Viewers button. Then click on the More Actions button on the Menu bar and select Share. You have many options to do this. You have the option to invite others to be Collaborators or Viewers. They are not able to make any changes to the document. Separate addresses with a comma. You can give access to a document where the viewers are only able to read the document and not make any changes. Select which one you would like to share with another person by clicking the checkbox in front of the document. Click on All Items in your left navigation menu to show all the items that you have in your Google Docs account. 2. Viewers are only able to view the document. Please note: If you'd like to allow Collaborators to add and delete other collaborators and/or viewers.

4. A window will pop up that will ask you to type in a message that will be emailed along with the invitation to access the document.To successfully add a mailing list. Anyone that receives the invitation can then click on the link within the message to begin viewing and/or editing the document. you must select the Invitations may be used by others checkbox (under Advanced permissions at the bottom of the screen). 3. . They will need to log in with their Google Account in order to edit if they are a collaborator. This allows all members of a group to access the document using this one invitation. Type in your message and click on the Send button. You have the option to CC yourself on the message by making sure the checkbox is selected next to CC me.

You can use the URL provided to share the document with others. 5. However. Or you can publish to your blog. Part 3: Publishing a Document Publishing a document means that you will be making it available to anyone via the Internet.Limits for sharing: • • For documents and presentations: 200 combined viewers and collaborators. The Publishing tab allows you to publish to the Internet and will provide you with a URL. You will need to set up your blog by clicking on the set up your blog site settings link. To publish your document you need to click on the Publish tab on the upper right side of your screen after selecting which document you would like to publish. . 10 people may edit and/or view at any given time. only 50 people can edit a spreadsheet at the same time. A screen like the one below will appear. Spreadsheets: There is currently no limit to the number of people with whom you can share a spreadsheet. Choose which option by clicking on the Publish Document button or Post to Blog button. 6. Google adds your document to the Google Index so that if someone does a search on the topic of your document it may be accessed. When choosing Publish Document a screen like the one below should appear.

. (Which you can also achieve through the revisions tab) This lesson will show you how to print your document and make a copy of it. 2. Part 1: Printing a Document 1. Or perhaps you want to have a copy of the original document before others start collaborating on it. Another option is to click on the File button on the Menu bar and choose Print.Printing and Copying a Document Once you have a final version of your document you may want to print it. To print the document open it and choose the Print link on the right hand upper corner between Preview and Email.

In Internet Explorer: 1. Choose File > Page Setup. Part 2: Copying a Document 4. 3. Set the headers and footers at the bottom of the window to Blank. Click OK. This will print the entire web page and not just your document. Note: Do not use the Print option in your browser's File menu.3. To copy a document you will need to open the document and then choose File on the Menu bar and Copy. In Firefox for PC: 1. If your document prints with the URL of the webpage and other unnecessary information follow the instructions below to fix this issue. 2. 2. . 3. Delete the info that you see in the Header and Footer fields. 4. Select the Margins & Header/Footer tab. Click OK. Choose File > Page Setup.

com/educators/learning_materials/ for convenience): • • • • • • • for more Google resources .html http://snipurl.html Programs similar to Google Docs • • http://www. A confirmation message will pop up.pdf Visit Click OK to continue. 6. The file should now be saved as "Copy of <Filename>" Tutorial adapted from the following resources (Note: URLs have been shortened at Additional Resources: Using Google Docs in the Classroom • • • • http://snipurl.

Sign up to vote on this title
UsefulNot useful